881-2025-10-30 Addendum 1 (Cheer Camp Services

Solicitation No.

1838

Type / RFx

RFP

Status

Issued

Level

education

Published Date

July 18, 2025

Due Date

September 19, 2025

NAICS Code

611620AI guide

Jurisdiction

Frisco Independent School District

State

Texas

Agency

Frisco Independent School District

Request for Proposals: Cheer Camp Services It is Frisco ISD’s intention to qualify one vendor to provide the requested cheer camp services. The selected vendor must have a minimum of five (5) years of experience in their respective field. This agreement will automatically renew annually until 2030, providing the vendor remains in good standing and the District and the vendor agree to all terms, conditions and pricing established in this agreement. Frisco ISD will present vendor recommendations to the Board of Trustees at the scheduled October 2025 meeting. Applicants will be notified of the Board’s decisions the following business day. All purchases will be made through an approved purchase order. Awarded vendors are required to notify the District of any pricing changes no later than 90 days prior to the annual renewal date. NO BID NOTIFICATION REQUEST Frisco Independent School District (FISD) values its vendor partnerships and is committed to receiving competitive pricing on all bid opportunities. We appreciate your continued interest in being a supplier for the District. If you choose not to participate in this RFP, we kindly ask that you let us know the reason. Your feedback helps us evaluate and improve our solicitation process for future opportunities. To decline this RFP: Click the "ACTIONS" button in the top right corner of the screen. Select "NO BID" from the menu. Enter your reason for not bidding in the box provided. Submit your response. BACKGROUND Frisco Independent School District (FISD) is located approximately 30 miles north of Dallas, Texas. The district covers an area of 75 square miles across Collin and Denton counties. FISD serves the majority of the City of Frisco and also includes portions of the neighboring cities of Plano, McKinney, and Little Elm. A map of FISD schools and facilities is available on the website. FISD operates a total of 77 schools, including: 12 high schools 18 middle schools 1 intermediate school 43 elementary schools 3 special programs centers These schools serve more than 67,000 students. FISD employs over 8,850 staff members dedicated to supporting the District’s mission: "To know every student by name and need." SCOPE Frisco ISD is seeking qualified vendors to provide comprehensive, on-site cheer instruction training for middle school and high school students during the summer months of June through August, as scheduled by the District. Vendors must have the staffing capacity to operate camps at multiple Frisco ISD campuses simultaneously, supporting both high school and middle school sessions during separate designated weeks. Instructors must be safety certified and adhere to USA Cheer Safety Rules. All staff must have successfully passed a background check and hold current CPR and First Aid certifications. Additionally, vendors must comply with all applicable local and state public health guidelines, as well as any specific requirements outlined by the Texas Education Agency regarding student activities. Instructional Requirements: A minimum of 24 hours of cheer instruction per campus, delivered over 2–3 consecutive camp days. Cheer instruction must include training, dance choreography, game day material, stunting, tumbling, and breakout sessions. Camps must conclude with an end-of-camp “show-off” event, as well as certificates and/or recognition awards for cheerleader and mascot participants. Middle school camps must be held on-site at each assigned campus. High school camps may be held on-site or at an alternate location, pending Frisco ISD approval. Estimated Participation: 18 Middle Schools – approximately 460 students 12 High Schools – approximately 490 students Scheduling Format: High school students will attend one designated week of camp. Middle school students will attend a separate week of camp. Vendor must be able to operate camps simultaneously at multiple campuses across the District. Staffing & Safety Requirements: Instructor-to-student ratio must be 1:25 or 1:12, as determined by District Administration. All instructors must: Be safety certified and follow USA Cheer Safety Rules Pass a criminal background check Hold current CPR and First Aid certifications Vendor must provide safety training to all campus cheer sponsors to meet UIL safety training requirements. Vendors who offer a liability insurance policy for sponsors who complete camp are preferred. Supplemental Equipment: Vendors must supply supplemental equipment, such as mats, as directed by Frisco ISD Administration. Compliance & Health Guidelines: Vendors must adhere to all local and state government health requirements, Texas Education Agency directives, and Frisco ISD-specific policies concerning student activities and public health. Proposal Submission Requirements: Responding vendors must include: Combine all required documents into one single PDF (no separate uploads). One PDF file must include the following sections (and be no more than 10 total pages): Pricing – Include a fee schedule, price sheet, or brochure showing the cost of services. Daily Schedule – Include sample instructional hours or a typical cheer camp daily agenda. Instructional Content – What will campers be learning? Outline your curriculum or topics covered. Staff Credentials – Resumes or bios for your cheer coaches and staff (CPR certifications, experience, etc.). Label your single PDF as: "Description of Products, Pricing and Services Offered" BUDGET AND TERM Frisco ISD's expenditures for fiscal year 2024-2025 was approximately $293,969.00. We anticipate fiscal year 25-26 expenditures will be consistent with those of previous fiscal years. This information is provided solely for planning purposes. The District does not guarantee the quantity or dollar value of purchases made under this solicitation. Procurement of goods and services always depends on District needs. By submitting a response, you agree to provide services to Frisco ISD as the District's need arises (TAC109.41). You will receive a purchase order (PO) before you provide any goods or services. It will specifically state what is to be purchased and how much will be spent. The District may establish a competitive range of acceptable proposals as part of the evaluation process. Proposals not in the competitive range will not receive further consideration. This RFP is not a contract. Purchases must be made with an approved purchase order. A valid purchase order and the Frisco ISD Standard Attributes, Certifications, and Terms & Conditions (hereafter terms & conditions or t’s & c’s) will serve as a contract. The Frisco ISD terms & conditions document is an attachment to this solicitation. It must be signed and attached to your response in the "Response Attachments" tab. ***Important Reminder: No products or services should be provided until the vendor has received an official purchase order (PO) from Frisco ISD.*** Once approved by Frisco ISD’s Trustees, this qualification will be in effect for the identified term, with the possibility of four (4) one (1) year automatic renewals. Renewals will be automatically issued providing the vendor and Frisco ISD remain in good standing and agree on any changes in pricing or procedure. The final renewal period will end on October 31, 2030. INSURANCE Respondents providing services on FISD property must maintain and provide proof of insurance that meets the insurance requirements established by FISD and included in the FISD Attributes, Terms & Conditions, and Purchasing Co-Op Agreement. Failure to provide proof on insurance coverage upon request may disqualify a vendor from further consideration. Additional information on insurance requirements is included in the Insurance Requirements attachment of this RFP. Line-item pricing is requested in this RFP. A vendor who proposes to this RFP must supply line-item pricing in the format requested in this RFP. DEVIATIONS OR EXCEPTIONS FISD will not accept deviations to our Standard Attributes, Certifications and Terms & Conditions. Deviations or exceptions stipulated in a Vendor’s response may result in disqualification. Any language to the effect that the Vendor does not consider this RFP to be part of a contractual obligation may result in a disqualification of the Vendor’s proposal. Vendors must not alter any language in this solicitation or any language in any attachment to this solicitation. Please do not attach any deviations to your response. FISD will not accept deviations to our Standard Attributes, Certifications and Terms & Conditions. Furthermore, Frisco ISD will not accept a proposing entity’s terms & conditions in place of the District’s. Please do not attach. EVALUATION PROCEDURE & CRITERIA A minimum of three (3) staff members (the committee) qualified in the vendor's commodity area, will review responses & qualifications and make recommendations to Frisco ISD Board of Trustees for final approval. The committee may request a meeting with any qualified offeror prior to final selection. Qualifications and responses will be reviewed according to criteria established by TEC 44.031(b).*** In evaluating proposal responses, the following considerations will be taken into account for qualification recommendations: The purchase price; market price, hourly rate, emergency rates; (25 points) The reputation of the vendor and of the vendor’s goods or services; services and references of like sized school district; (20 points) The quality of the vendor’s goods or services; (10 points) The extent to which the goods or services meet the district’s needs; (15 points) The vendors’ past relationship with the district; (15 points) The total long-term cost to the district to acquire the vendor’s goods or services; (15 points) For a contract for goods and services, materials, whether the vendor or the vendor’s ultimate parent company or majority owner; (A) Has its principal place of business in the State of Texas; or (B) Employs at least 500 persons in the State of Texas; (0 points) Any other relevant factor specifically listed in the request for bids or proposals; (0 points) *** TEC 44.031 reads districts should consider how vendor evaluation decisions affect its ability to work with historically underutilized businesses (HUBs). However, as a "unit of local government" or “specialized unit of government, not a "state agency," Frisco ISD has limited HUB-specific requirements. Districts are not directly bound by the detailed HUB program in TGC 2161. However, we must: Ensure the purchasing process is fair to all businesses, including HUBs, Follow any HUB programs the Board of Trustees creates, as applicable; and Follow federal rules about working with minority-owned and women-owned businesses when using federal money. In summary, Frisco ISD upholds fairness, board policies, and applicable federal requirements when working with historically underutilized businesses. PROPOSAL PROCESS 1. GENERAL INFORMATION: The following instructions are intended to afford proposers an equal opportunity to participate in the proposal process and to provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by the Texas Education Code (TEC), other applicable Texas state statutes, federal statutes and all local FISD Board of Education (Board) policies. 2. QUESTIONS CONCERNING THE RFP: All questions regarding this open solicitation must be submitted through Frisco ISD - ionWave during the question period. Answers will be published to all bidders, all at once through this system on or before August 23, 2025. Please Note: Requests for information made by phone or email will not be acknowledged. 3. PROPOSAL SUBMISSION: Frisco ISD requests that bidders submit their response electronically. Please contact Stephanie Bradshaw, by email at bradshaws@friscoisd.org, if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated. Interested vendors must first register in Frisco ISD’s e-bidding system, IonWave. Vendors must register, obtain, access, and submit proposals through the IonWave platform. Please note: Emailed and/or faxed submissions will not be accepted. 4. ADDENDUM: the proposer is responsible for tracking whether an addendum was issued before submitting a proposal. Proposers must be responsive to the RFP and any addendums published. 5. INTERVIEWS: At its discretion, FISD may invite one or more proposers to interview based on a pre-defined agenda and timeline. Said proposer(s) will be notified by e-mail if the District determines demonstrations or interviews are needed. Proposer(s) shall demonstrate their competence, qualifications and/or ability to satisfy the District’s RFP requirements. All expenses associated with the interview will be at the Proposers expense. 6. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn in Ion Wave before the exact hour and date specified as the deadline for receipt of proposals. The proposer must send a written request to the Director of Purchasing to withdraw a proposal after the response deadline. 7. LATE PROPOSALS: Responses submitted after the date and time noted in this RFP shall not be considered. 8. RESPONSIVE & RESPONSIBLE: To be deemed responsive and qualify for evaluation, a proposal must be submitted in time and must materially satisfy all mandatory requirements in this RFP. They must comply with all material and administrative aspects of this solicitation. ** FISD Purchasing Department, at its sole discretion, is authorized to determine if a vendor is responsive and/or within the scope of this solicitation. Proposers must be financially responsible, having enough staff and resources to provide the goods and services requested by Frisco ISD in this solicitation. FISD may request additional documents to consider whether a vendor is financially able to meet the needs stated in this RFP. 9. RECORD RETENTION: All proposal materials and supporting documentation submitted in response to this RFP become the permanent property of FISD and will not be returned to proposer. 10. PROPOSAL COSTS: Proposer shall pay all costs related to the preparation and submission of its proposal. 11. RESERVATION OF RIGHTS: FISD reserves the right to: A. Cancel this RFP in whole or in part. B. Accept, reject, or negotiate modifications in any terms of proposal or any part thereof. C. Reject and/or disqualify any or all Proposals received, award contracts for individual products or services as may appear advantageous and negotiate separately in any manner necessary to serve FISD’s best interests. D. Not award this proposal. E. Waive any formalities, technicalities, or other defects if deemed in the best interest of FISD; request clarification and/or correction for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. F. Be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP. G. In case of tie proposals, the award will be made in accordance with Local Government Code 271.901 and Government Code 2252.001 - 2252.004. (NON- RESIDENT BIDDERS). Consistent and continued tie bidding could cause rejection of the bids by FISD and/or investigation for antitrust violations. 12. LIMITED CONTACT POLICY. Once this RFP is published, Frisco ISD staff and representatives will maintain limited contact with potential vendors. Limited contact is a prohibition on any communication regarding this RFP or other competitive solicitations between any person who seeks an award under this RFP, including a potential vendor or vendor’s representative; and: A. Any Frisco ISD Board member, Superintendent, senior staff member, principal, department head, director, manager, other employee, or consultant who has influence in the evaluation or selection process. B. Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined above for any known contract under consideration during the restricted or limited contact period. C. Limited contact shall not apply to communication with FISD’s Purchasing staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the RFP. All communication with Purchasing staff must be in writing. The potential vendor or vendor’s representative shall send all written communication directly to the designated procurement staff. The limited contact period shall begin upon the issuance of this RFP, bid, or other competitive solicitation and officially end upon execution of an award by the Board of Trustees and/or the execution of a negotiated contract, whichever represents the final act in the procurement process. D. Regardless of the above time period, it is not acceptable for a potential vendor to participate in determining the scope of work, strategic direction, technical specifications, or evaluation criteria of such projects. Nothing contained in this policy shall prohibit any potential vendor or vendor’s representative from: Making public representations at scheduled pre-bid conferences or scheduled selection and negotiation committee meetings. Engaging in contract negotiations during any scheduled meeting. Making a public presentation to the Frisco ISD Board during any duly noticed public meeting. Conducting business on contracts previously executed and currently in force. Nothing in this policy shall prohibit the procurement staff from initiating a contact with a potential vendor or vendor’s representative and subsequent communication for the purpose of obtaining clarifying information regarding a response to an RFP, bid, or competitive solicitation. Such contact shall be in writing and shall be provided to the members of the applicable procurement staff, including any response thereto. E. A Vendor may be disqualified before or after the proposals are opened, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage. F. Frisco ISD Standard Ethics Statement is on our website and vendors are encouraged to review them. Failure to follow the District’s Limited Contact Policy may result in proposal disqualification. Vendors who demonstrate a pattern of non-compliance may be barred from working with FISD. Frisco ISD Procurement - Standards of Ethics

1. July 18, 2025Published
2. September 19, 2025Responses Due